MLS 403: HEALTH INFORMATION SYSTEM FOR

MEDICAL LABORATORY SCIENCE | LECTURE

HOSPITAL INFORMATION SYSTEM
MIDTERMS | S.Y 2022 – 2023
REGINE JOY LEONG-MORADOS

OUTLINE ■ The modern HIS has

I. Hospital Information Systems applications built to address the
A. For Different Departments needs of the various
B. Selecting an HIS departments of the health
II. HIS Providers in the Philippines facilities such as nursing,
III. HIS Functions pharmacy, finance, radiology,
A. Help Desk
and pathology.
B. Scheduling
C. Patient Registration ■ There are also hospitals with as
D. Admission many as 200 disparate systems
E. Discharge integrated into their his
F. Transfer ○ Centered on the needs of patients and
G. Billing medical personnel
H. Contract Management ■ Hospitals that use the HIS will
I. Package Deal Designer
experience efficiency when
IV. Laboratory, Radiology, and Cardiology Reporting
A. Laboratory Reporting accessing reliable patient
B. Radiology Reporting information since it only needs a
C. Cardiology Reporting few clicks
V. MMS - Pharmacy, Main Stores, and Purchases ■ Advancements and new
A. Management Reporting developments will be rendered
useless if the system is not
I. HOSPITAL INFORMATION SYSTEM user-friendly and training is
● … is a computer system structured to manage
inadequate
all the records of health care providers to
○ Adaptable
make available information and reports useful to
health care personnel in doing their job more
A. HIS FOR DIFFERENT DEPARTMENTS
efficiently. ● Nursing Information System (NIS)
○ Was developed in the 1960s ○ Developed to enhance patient care by
○ Before, HIS was mainly for building and providing nurses with accurate
inventory. Now, it is integrated with other information to assist them in performing
financial, scientific, and administrative their duties more efficiently
programs ○ An NIS carries out numerous functions,
including the handling of personal
● Delivers high-quality patient care schedules, accurate patient charting,
○ With the bottom four factors, we can and better clinical data integration
deliver high-quality patient care ○ Agenda Packages
● Better management of financial records ■ Help enhance the management
● Enhanced integrity of facts of the workforce by helping
● Minimization of transcription error and duplication managers handle overtimes and
of records absences.
● Shorter TAT (turn around time) for reports ■ They may be used to obtain
○ Reports, like the laboratory results in a cost-effective staffing and show
hospital staffing levels
○ Patient charting applications
● HIS needs to be: ■ Allow better analysis of critical
○ Affordable science
○ Scalable (can be expanded on demand) ■ Nurses could check admission
■ If the client wants to expand the information and care plans
departments, the HIS should be along with applicable nursing
able to expand as well notes
■ Depending on the client’s need
or demand

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 ■ Crucial information is kept and
can be retrieved when needed
■ Also useful in designing the
patient's care plan since the
medical information integration
function allows nurses to collect
and examine retrieval medical
records
○ The nursing department will have better
patient care with the Nursing Information
System
● Physician Information System
○ Designed to improve the practice of
physicians
○ Electronic Medical Records (EMR) and
Electronic Health Record (EHR)
■ Are some programs where the
physician information system is
deployed and extensively used
○ Results from the different departments
will be directly given or sent to the
system of the physician
○ Most systems offer support 24/7 to
facilitate easier usage of the system by
Healthcare professionals
■ Ex. Physician requesting tests/
Xray while at the emergency
room. These requests can be
sent to department systems for
them to process and conduct.
■ Results given back to the
Physician Information System
■ Leads to faster diagnosis
● Radiology Information System (RIS)
○ Provides billing services and
appointment scheduling aside from
reporting and database storage
■ Billing services - How much for
the tests and procedures, prices
seen in their system
○ Technological advances have made the
practice of radiology more complicated
■ As such, more and more
hospitals are turning to RIS
■ Adressess commercial
concerns of radiology
departments
● Pharmacy Information System
○ Help monitor the utilization of medicines
in health institutions
○ Also handles information of
medication-related complication and
drug allergies of patients
○ Pharmacists would be able to see the
allergies of patients
■ Ex. Nurses using the NIS can
input the allergies of the patient.
The pharmacy department
could then see this as well via
the system
○ Provides information to identify drug
interactions, helping in administrating
the appropriate drugs by considering the
physiological conditions of the patients
B. SELECTING AN HIS
● EMR Education Center (2013)
● Total cost of package
○ HIS is available in all sizes and for all
budgets,
○ Available depending on the need of the
client
○ Hospital with smaller budgets
■ Providers may reduce upfront or
advance and maintenance fees
by using a design that requires
fewer servers and hardware
○ For bigger hospitals/ clients
■ Providers will offer more
advanced servers and hardware
● Web-based system
○ System is available on the internet
■ Authorized personnel can
access information anytime and
anywhere
○ Allows data sharing between hospitals
■ Hospitals with updated patient
history in its systems can
facilitate access to information
from other health facilities upon
requests
■ Ex. When a patient transfers
hospitals, their information can
be shared to the next new
hospital (with authorization from
the personnel)
● Implementation and support
○ During the deployment or upgrade of the
HIS it is imperative that the vendor
provides ample training and assistance
to the user of the system
■ Vendor - the one who sells or
provides the HIS
■ Client - the organization,
hospital, or the institution
○ Systems can be complicated at first, but
with proper training, it becomes easier
○ Consider vendors who offer 24/7 support
■ Providers and vendors should
be available anytime in the case
of problems in the system
■ Ex. They should be responsive
kahit kung tatawagin sa
madaling araw. Problems delay
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 the system and procedures of a
hospital.
■ Ex. At 12 a.m., the system is
down. Medtech calls the IT
department, but the problem is
beyond them. The vendor/
provider in this case must be
able to respond/ attend to this
call. If not, then the client should
choose another HIS.
II. HIS PROVIDERS IN THE PHILIPPINES
● BizBox
○ BizBox Inc., founded 25 years ago
○ Its very first hospital project was
completed in 1994
○ Company Goal:
■ To improve work efficiency in
healthcare institutions through
software systems and to
produce advanced solutions for
better patient care
○ A Microsoft gold partner
○ Received the Independent Software
Vendor or ISV of the year award
○ They have fully Integrated Systems such
as Electronic Health Records or EHR
and Document Management System or
DMS that will streamline task and help
provide better Healthcare Services
● KCCI Medsys
○ Kaiser-dela Cruz Inc.
○ Specializes in application development
for hospitals, industrial clinics, and
medical related educational institutions
or schools in the Philippines
○ Has 2 products:
■ Visual Medsys - for hospitals
■ Medscho - for schools
■ These two provide integrated,
comprehensive and proven
solutions for efficient health
care practices
● Comlogik
○ Comlogik Business Systems Inc.
○ A Philippine-based software developed
company that was established in 1999
with a vision to be a global technology
company
○ Led the way in developing innovative
applications like online hospital services
where patients can access their billings
and examination results while the
administrators can access reports and
the doctors can access patients records
anywhere and any time
III. HIS FUNCTIONS
A. HELP DESK
● Becomes more efficient through HIS
○ Manual retrieval of information is no
longer needed.
○ Clients can be provided information and
guidelines associated with the
companies or an institution’s product
and services without any hassle
B. SCHEDULING
● Managers and employees can access work
schedules from anywhere they are and
effectively discuss their scheduling preferences
through the HIS
● Saves time and makes employee scheduling less
difficult
C. PATIENT REGISTRATION
● Records name, age, date of birth, gender, marital
status, and other relevant information regarding
the patient
● This information is only used for account
management purposes
● A form filled out during visit or consultation
○ In the case the patient cannot fill it out
due to prompt medical attention, a
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 relative or guardian may fill out patient
information
The Patient number, Patient ID, Last name of the patient,
First name of the patient, Gender, Civil status, Date of
birth, Age (with years, months, days) can be seen
○ IPD case state:
■ IPD case type - Whether patient
wants private or not
■ Transaction type - In patient or
out patient
■ Patient category - New or old
patient
D. ADMISSION
● Before a patient is admitted to the health facility
and admissions counselor will call him or her to
gather preliminary information or offer vital
information concerning hospital stay
○ Also answers questions if there are any
● Additionally the physician may also schedule
recurring medical exams such as laboratory tests
or x-rays before hospitalization
● Other routine tests can also be carried out on the
day of admission
● All can be done more efficiently through District
Health Information Software (DHIS)
The patient name with barcode and room type with room
number can be seen
E. DISCHARGE
● Through this HIS, instructions that accompany a
patient’s discharge or transfer are more efficiently
provided
○ These instructions may include
discharge planning which details
services needed to be administered after
the hospital stay to ensure the full
recovery of the patient
The admission date, patient name, patient status
(recovered or not yet), indications (added by physician or
nurse) can be seen
F. TRANSFER
● Means movement along with the discharge of an
individual outside of the hospital premises at the
instruction of any authorized hospital personnel
● This [transfer] however does not encompass
movement of an individual who has been
declared lifeless and an individual who leaves
the facility without the permission of any such
authorized person
● If a patient is transferred from the emergency
room employees must fulfill the statutory
requirements for a proper switch
● With the HIS patient transfer details are easily
accessed and processed
○ Before, patient transfering (ex. ward to
private room) takes a long time because
proper protocols are followed to properly
transfer the patient
○ With HIS, this will become easier
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 G. BILLING
● Billing statements show all records pertaining to
the invoices,payments, and the current balance
of the patient account.
○ Makikita natin dito yung room charges,
professional fee, and debit adjustment
○ HIS is very useful for patients who
require frequent Healthcare services
○ Because numerous invoices can be
combined in a lump sum payment can
be made.
○ It is good to practice to generate the
billing statement on a regular basis so
that the institution can keep track of its
collectibles
● HIS list the outstanding balance of the patients
and any overdue payments may be checked
easily.
● Balances of patients who only have minimal
transactions are kept updated
○ Makikita natin dito if nag deposit ba si
patient pero, kung nag bayad na ba siya
or ilan ba ang natitirang balance niya, so
easy na lang makikita kung ilan ang
babayaran ni patient.
H. CONTRACT MANAGEMENT
● Process of managing contract creation,
execution and analysis to maximize the
operational and financial performance of an
organization while reducing the financial risk.
Organizations constantly encounter pressure to
reduce cost and improve company performance .
○ Usually kapag gustong mag improve ng
IV. LABORATORY, RADIOLOGY, AND CARDIOLOGY
isang company sa kanilang performance
it cost a lot of money pero kailangan din
nila so reduce the cost at the same time
improve the company.
● Proves to be a very time consuming element of
business, which facilitates the needs for an
effective and automated contract management
system
● When a contract management strategy is
successfully implemented, organizations can
expect to see the following:
○ Realization of expected business
benefits and financial returns.
○ Cooperation and responsiveness of the
supplier to the organization’s needs
○ No contract disputes or surprise
○ Satisfactory delivery of services to both
parties
I. PACKAGE DEAL DESIGNER
● Posting diagnostic medical packages for
in-patients , out-patients and emergencies
requires the same process. The difference is that
for emergencies this is called as “
Post-diagnostic Package Deal”
● HIS helps in accessing information regarding the
package deal without going through the hassle of
paperwork
● We can see in the post=diagnostic medical
package, kung ano yung mga included sa
package: the certain laboratory test, pH chest
x-ray and certain medicines na binigay sa patient
and makikita din sito ang cost for the total
package.
● Very easy because the system is the one who
solve kung ilan lahat lahat ng package ng patient
Example of Post-diagnostic medical
package (In Emergency)
REPORTING
A. LABORATORY REPORTING
● Administration or clerical information
● Despite the differences in the presentation and
form, all laboratory reports must possess
common elements as required by the institutional
and company policies
● According to the American Association for
Clinical Chemistry (AACC)
○ Laboratory reports may also contain
supplementary items not specifically
required but which the laboratory
chooses to the report to Aid the
interpretation of results of medical
testing
○ For the identification and filling purposes
some laboratory reports display
elements with administrative or clerical
information such as the following:
■ Patient name and identification
number or a unique patient
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 identifier and identification
number
■ Name and address of the
laboratory location where the
test was performed
■ Data report printed
■ Test report date
■ Name of Doctor or legally
authorized person ordering the
test(s)
● Information about the specimen and the test
itself: Example of accession number
○ Specimen source, when appropriate No.of sample, Day of the year,
■ Example: San Pedro Hospital Year (Depends on the
magpapadala sila ng sample sa Laboratory) Lab to Lab case
St. Luke’s, the sample container
containing the sample should B. RADIOLOGY REPORTING
● Is an official medical document that provides the
have the specimen or the
details of the requested radiology examination
address of the laboratory
and the procedure conducted by the radiologist
○ Specimen Date and Time of specimen
(University of Virginia, 2013).
collection
○ Example: X -ray results and Ultrasound
○ Laboratory accession number
results
■ Accession number is a unique
■ Qualified physician is
identifier by which the testing
authorized by the healthcare
laboratory finds the sample and
institution interpret that report
all related data
from the results of radiology
■ What identity the accession
department
number describes differs from
● The main objective of of the report is to address
laboratory to laboratory case to
the queries in the request
case depende kung saang
● The findings in the report should take into
laboratory ka nag tatrabaho
account both positive and negative findings.
■ In some cases it represent the
Important findings should be stated following by
specimen and in others it
incidental findings
represents all tests ordered on
● The basic sections of a radiology report
the same patient at the same
enumerated in the American College of
time by the same provider
Radiologist practice guideline on
○ Name of the test performed
communication must include:
○ Test of results
○ Administrative information
○ Abnormal test results
○ Patient identification
○ Critical results
○ Clinical history
○ Units of measurement (for
○ Imaging technique
quantitative results)
○ Comparison
○ References intervals (or reference
○ Observations
ranges)
○ Summary or impression
○ Interpretation of results
○ Signature of the radiologist
○ Condition of specimen
● The length of the report is dependent on the
○ Deviations from test preparation
complexity and cost of the examination
procedures
○ Medications, health supplements, et,
C. CARDIOLOGY REPORTING
taken by the pateint
● Tha Cardiology reports contain important medical
information based on the test results of the
patient which are set against past medical
records. Doctors are able to write vascular
reports much faster since access and retrieval of
the following are made to be more convenient
through computer systems.

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 ● Using tha cardiology information system or teh ● Provide non-monetary information which enables
CIS vascular sonography reports are accurately the management to have an oversight of its
created with only a few clicks. Information on operations
these reports could include ultrasonic ultrasound ● Capture the necessary data required by
and diagrams. Nowaday, physician ought to management to operate more efficiently
provide automated reports through the ● Data redundancy and data quality issues are
information system minimized
● Medical staff can process lab reports for the ● Employee headcount, customer account
approval of the decision; this means that the information, funding, and overall performance
results are generated more efficiently which ● In the same way this advancements paved the
translates to improved patient experience. way for the emergence of management reporting
● Vascular sonography reports system
● Ultrasonic ultrasound and diagrams ● Good management reporting system enhances
the capability of an institution to be more
V. MATERIALS MANAGEMENT SYSTEM (PHARMACY, responsive, efficient, and effective in decision
MAIN SOURCE AND PURCHASE) making which affects the performance of the
● Materials Management institutions as a whole.
○ Primarily concerned with planning, ● According to Kumar, this system offer a single
identifying, purchasing, storing, holistic view which highlights high value sources
receiving, and disturbing materials and eradicates the lack of visibility in reviewing
● Purpose: the performance of the institution
○ Guarantee that the right and sufficient
materials are in the right location when
needed
● The automation of an inventory or a materials
management system is necessary for a hectic
Health Center to streamline in the hospital supply
chain.
● Computerized stock Management System
include technologies for tracking and devices
used each day in the Healthcare setting
● Generally they utilize barcodes and RFID tags
with precise identification numbers assigned for
each inventory object to enable accurate tracking
and control.
● Automatic stock Management System also
assist Healthcare institution in figuring out
whether merchandise has been recalled or
damage and should not be given to patients
● They enable isolation of drugs and devices that
are used regularly and forecast capacity
shortages
● Virtually every Healthcare institution has a
materials management department that is
accountable for receiving materials retaining
central stock and delivering supplies within the
institution.
● Typically this is where the responsibility of the
materials management department ends. So an
inspection of nursing unit or suite or exam floor
will reveal a smaller self-management inventory
in supply closet nurses and individual rooms

A. MANAGEMENT REPORTING
● Platform for reporting and controlling information
valuable to the institution
○ Today management reporting isn’t
limited to data retrieval only.

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